File system archiving with Doxis4

Despite their many drawbacks, the use of file systems for filing documents and data on so-called file servers is still very common in many companies. They store huge amounts of data which grow on a daily basis, sometimes reaching the region of petabytes. Employees and working groups are required to manage documents in complex file directories made up of many different levels and branches. Finding documents again often proves difficult, particularly if directories are not structured or maintained properly.

All of this data takes up a lot of expensive storage space. The backup, maintenance and management of systems takes up valuable IT resources as well as costing a great deal of time and effort. The more data there is, the more storage space it requires and the longer it takes to back up. Everyday search processes and access to files take longer than necessary, thus reducing system performance and wasting valuable working hours.

Companies may experience even more drastic consequences if they allow their file directories to grow out of control, something which is often difficult to avoid. Employees store various versions and copies of documents in a number of different places, leading to the uncontrolled growth of data. As a result, companies may lose track of their data, fail to adhere to compliance requirements, miss out on important context for documents, and waste more storage space than necessary. Under conditions like this, you cannot really say that documents subject to retention obligations are being archived in an audit-proof manner.

Access to archived documents as usual

Doxis4 file system archiving provides you with a range of different functions for archiving documents and data in a secure manner (even suitable for auditing purposes) and restoring files, folders and directories (even complete file systems). File attributes can be used to define which objects should be archived or which should not. Alternatively, you can make these settings manually.

The archiving process occurs automatically, can run in the background at certain times and can also be controlled using a configurable set of rules. By setting up suitable rules, you are able to specify which content should be archived. And conversely, all archived and filed objects can be opened and restored at just the touch of button or using the “Open file” dialog for example.

As such, the user can't tell the difference between a file that is stored on the file server or one that is being loaded from the Doxis4 Content Repository. The only way the user can tell where the file stems from is by looking at the modified file icon (CD) which shows when a file has already been archived. Filed and archived documents can be opened, sent, integrated into other documents and referenced as usual. Alternatively, large quantities of files can be systematically restored using corresponding administrative jobs.

Relieving strain from file servers and IT resources

File system archiving with Doxis4 removes strain from company file servers. Only file sets with corresponding file names, attributes and references remain on the file server. This makes processes easier and reduces maintenance, back up and recovery times significantly. Furthermore, it enables companies to fulfil the regulatory requirements which form the basis of audit-proof archiving (compliance).

Fact Sheet

Features & strengths

At the core of Doxis4 file system archiving, we have created a solution which enables you to define archiving rules however you'd like. One thing to bear in mind is that there is an exception to every rule. Exceptions can be defined without needing to define a whole new set of rules for special cases. Archiving rules are made up of different sections that define different aspects of the rule. The most important aspect being “document selection” which defines the objects that should be archived; when archiving file systems for example, it defines which folders should be excluded from the archiving process. A further important aspect is the “archive format”. This enables users to decide whether a fulltext extract should be created, whether files should be compressed, etc.. The third key area is the “storage management” function which determines what should happen to objects in the source system once they have been archived or restored. The rules can also be used to specify which manual functions should be made available to users in the clients. Users are also able to specify the time frame within which the archiving rules are to be applied.

Using Doxis4 file system archiving enables you to implement a wide range of scenarios when it comes to archiving, linking and deleting objects. Once they have been archived, documents and files can be kept in both the original system and in Doxis4 at the same time. For example, this may be useful if the data still needs to be accessed in the original system on a regular basis. However, it is more efficient to remove rarely-used documents and data from the original system and simply set up a link to the corresponding elements in Doxis4. This process, also known as “Cutting” or “Partial deletion”, runs automatically using a set of pre-defined rules and normally takes place as soon as the archiving process is complete. If documents and data are no longer required at all because the data is very old and/or the retention period has elapsed, it can be deleted from both systems entirely. This also occurs automatically using a set of defined rules. Archived documents can also be manually deleted from the file system by users in certain user groups, which may be relevant for data protection purposes.

One of the most important things to point out when it comes to integrating Doxis4 file system archiving into your file systems is that users don't have to learn their way around a new system on top of their normal file environment or Windows Explorer. The way the user handles data does not change. Documents etc. can be opened, sent, inserted into other documents or linked. Doxis4 does whatever is necessary to allow this, for example by requesting data from the archive and restoring it. Symbols are used to show the user whether the file in question has already been archived or deleted.

Archived files – in particular, any files already deleted from the file system by Doxis4 file system archiving – can be searched for by means of a plug-in in the file system. The search function uses index data for the document in question. Index data may refer to criteria like the file name or its storage location (folder). Search results are displayed to users in table form that they can then use to select the document they are looking for. An optional full-text search also enables users to search through the content of files/documents. Furthermore, you can combine both search methods at once.

The internationally renowned auditing company Deloitte & Touche has awarded Doxis4 iECM Suite certification in accordance with German accounting standard IDW PS 880. The electronic archiving procedures are therefore audit-proof in accordance with the generally accepted principles of computerized accounting systems, the German Tax Code, the German Commercial Code and principles of data access and the auditability of digital records. Software-based write protection applying WORM technology (WORM: write once read multiple) prevents the data stored on hard disks from being modified or deleted. This certification and the suite's careful process documentation, flexible retention periods, and ability to trace changes and set up digital signatures ensure that it complies with all the relevant legislation and that all documents that should and have to be stored are protected for the long term.

Fraport AG relies on Doxis4 for long-term archiving. The archive already contained 8.7 million documents with a total volume of 1.3 terabytes when the company switched to the current product generation.

Doxis4 is the ECM platform used across the entire Westfalen Group. Over the past 15 years, the SER system has consistently been expanded, with the result that nearly all of Westfalen's departments and corporate divisions now work with Doxis4.

EDEKA Nord manages information including plans, acceptances, contracts, and ongoing invoices for its markets in electronic property records with the aim of providing documents in a quick, simple and paperless manner.

Electronic archiving

The Doxis4 Content Repository is a company-wide pool of information containing all documents and data. It accesses a wide range of sources (ERP, CRM, HR; Mail, Office, etc.) to capture data in a number of different formats to use for long-term archiving or temporary storage and processing. It compiles data and makes it available for further use, both within the Doxis4 clients and in normal application environments with their standard range of functions.

Doxis4 Gateway Services

Doxis4 Gateway Services form the foundation for automated rule-based archiving for content from groupware systems (MS Exchange/Outlook and IBM Lotus Domino/Notes), SharePoint farms or file servers. They help to relieve strain on these systems and clear out large information silos within the company. These services enable companies to archive emails, files from file systems and documents from SharePoint systems, either manually or automatically using a defined set of rules.

What it has to offer

Gateway Services for:

Microsoft Exchange/Outlook

IBM Lotus Domino/Notes

File servers/systems

Microsoft SharePoint

Manual and automated, rule-based archiving

Automatic, rule-based deletion and partial deletion on source systems

Overview of file system archiving in Doxis4

File system archiving

Automatic indexing for archived files

Configurable set of rules for administrative and manual archiving

Transparent integration into existing file systems

Compatible with NTFS and “non-NTFS” file systems

Integrated search for Explorer/file system

Administration

Standardised, central administration

Integration with any number of third-party systems

Integration with any number of archive systems

Various sets of rules possible for archiving and retrieving data (time-based, administrative, manual)

Time management for background processes

Integration into the Microsoft Management Console (MMC) as a “single-point-of-access”

Synchronisation

Individual objects in the source system can be restored upon opening

Restored objects can be opened without needing access to the archive (caching)

Restored objects are automatically deleted from the third-party system

Modified data can be automatically synced with the archive in the form of version management

Infrastructure

High scalability

Cluster support

Use of several Gateway Services to balance load

Single instance filing

The digital workspace — the alternative to chaotic file directories

The often unavoidable and uncontrollable growth of file directories causes considerable problems in many companies. Do your employees file various versions or copies of documents in a variety of places, ultimately resulting in version chaos?

Electronic records are the alternative to the chaotic file directories. They speed up processes and make it easier for everyone in the company to work together.

Find out how electronic records in Doxis4 by SER can facilitate your daily work.

Enterprise Content Managementfrom Europe's market leader*

Capturing, electronic archiving, DMS, electronic records, collaboration, workflow and business process management, combined in a single software technology? Does that exist? Yes of course, with the Doxis4 iECM Suite - with certified audit-proof archiving and revision-safe documentation. Not to forget: integration in Microsoft, SAP & Co. Media discontinuity, disconnected information silos and paper filing are things of the past. The paperless office is coming soon!

* Based on the latest available data, SER is Europe's number one independent vendor for ECM software in terms of turnover, gross profit, operating profit and number of employees.